Policy Number: CIO-108
Effective Date: 10/23/2018
Subject: Proof of
Concept (POC) and Pilot Projects
Policy Statement: This policy establishes controls related to Commonwealth Office of
Technology (COT) Enterprise requirements for Proof of Concept (POC) and Pilot Projects.
Concept (POC): A specific activity
performed to determine if a concept or technology for a new project or program
is feasible. For the purpose of this policy, a POC shall not incur external
costs that require the procurement of material or services. (examples:
Hardware, Software, Vendor Support).
Policy: The originator of all
new POC and Pilot Projects, employing IT products or, in the case of
cloud/vendor hosted products and services, IT use cases that are not currently
part of the Kentucky Information Technology Standards (KITS), shall submit the
POC or Pilot Project for approval, prior to project start, to the Chief Information
and Pilot Projects shall be submitted for approval, at a minimum, 20 working
days prior to the start date of the POC or Pilot Project.
will evaluate the proposed POC or Pilot Project for value as an enterprise
solution. The CIO will inform the
originator of the project if the project is approved, approved with conditions
or not approved with reasons.
Authority: KRS 42.726 authorizes the Commonwealth Office of Technology
(COT) to develop policies and compliance processes to support and promote the
effective applications of information technology within the executive branch of
state government. KRS 42.726(m) authorizes COT to evaluate,
participate in pilot studies, and make recommendations on information
technology hardware and software.
Applicability: All executive branch agencies, and
non-executive branch agencies using COT-managed infrastructure or services
shall adhere to this policy. This includes
employees, contractors, consultants, temporaries, volunteers, and other workers
within state government.
for Compliance: Each
agency shall ensure that staff within their organizational authority are made
aware of and comply with this policy. The agency is responsible for enforcing
it. Unauthorized and/or neglectful
actions regarding this policy may result in disciplinary action up to and
including dismissal. COT may require
additional service charges for remediation efforts due to non-compliance with
Maintenance: COT’s Office of Project Management is responsible
for maintaining this policy.
Organizations may modify this policy to fulfill their responsibilities,
but must obtain approval through an exception request. Organization staff should refer to their
internal policy, which may have additional information or clarification.
Cycle: COT will review
this policy at least every two years.